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LAB Minutes 04/20/2011I: Naples, Florida, April 20, 2011 LET IT BE KNOWN that the LIBRARY ADVISORY BOARD met on this date in regular session at 10:00 a.m. in the Main Library with the following members present: VICE - CHAIR: Loretta Murray 0 (M �n Carla Grieve 1J Rochelle Lieb JjL ABSENT: Doris Lewis Connie Bettinger- Hennink ALSO PRESENT: Marilyn Matthes, Library Director Roberta Reiss, Literacy Coordinator Judith Kraycik, Administrative Assistant APPROVAL OF MINUTES Mrs. Murray asked for additions or corrections to the minutes of March 16, 2010. Two minor corrections were noted. Mrs. Grieve moved to approve the minutes, seconded by Mrs. Lieb and the motion was carried unanimously that the minutes be approved as corrected. LITERACY PROGRAM REPORT Fial0 Hiller Mrs. Reiss discussed the following issues: Henning Coyl* School on Wheels Program Colette • Five new tutors were trained • The director of the program has decided to once again recruit from the North Naples area Conversation Class • , The seasonal participants have left many of whom expressed a desire to return to the class next season • Many seasonal residents purchased non - resident library cards • The program now consists of one ninety minute session rather than two one -hour sessions • Classes will break for the summer but will resume in September • Promoting tutor.com with the class Mrs. Matthes added that tutor.com is a service the library provides for its patrons which can be used to find help with resume writing, live tutoring with a chat option, homework help, as well as the availability of many other types of information. Currently it is not heavily used and is something that needs to be promoted through library staff and local user groups because it is a very useful tool. D isc. Corres: Date: °t \\'�1► Item #: \ Lo Z2 REPORT OF OFFICERS — None COMMUNICATIONS Mrs. Murray stated there was a letter in the newspaper stating that the libraries need to be pressure washed. Mrs. Matthes stated she is aware of this. In the past, the buildings were pressure washed twice per year but because of the current budget cuts it will more than likely only be done once per year. She has been obtaining quotes for having this done. Mrs. Grieve reported that she has met with Denise McMahon, chair of the marketing committee, and Pat DeGroot regarding the publishing of a regular column in the Naples Daily News which would provide information regarding the libraries. She had previously compiled a list of possible subject matter which she shared with Mrs. McMahon and Mrs. DeGroot. They are very supportive of this endeavor and willing to assist in any way they can. Mrs. Grieve stated she does not personally know anyone at the newspaper and asked if Mrs. Matthes knows anyone there. Mrs. Matthes stated she does not but she is sure Linda Fasulo does and may be able to provide an introduction. UNFINISHED BUSINESS Employee of the Month — April Mrs. Matthes stated that she submitted two of the nominations on behalf of the Friends of the Library because they had been so helpful when the Friends computers went down. It was suggested that possibly the Friends could reward these employees for their help in a manner other than the Employee of the Month program. Mrs. Grieve asked for suggestions and Mrs. Matthes responded that possibly the same award that is given for employee of the month would be a good idea. Mrs. Grieve stated she will discuss the matter with Linda Fasulo. Mrs. Lieb nominated Susan Anderson as employee of the month for April. Mrs. Grieve seconded the motion and all in favor. Meeting room Policy Revision One revision has been requested by Marla Ramsey, Division Administrator, which is to eliminate the wording `or designee' from the approval process for advertising. The Board agreed to this change. Long Range Planning Mrs. Matthes provided additional examples of mission statements from other county libraries for the Board to review with some tips for writing mission statements. In addition, Mrs. Lieb shared a mission statement from the Georgia Aquarium that she found to be particularly impressive both in format and content. It is brief and encompasses all the goals and objectives. She also drafted a mission statement for the library which she shared with the Board. She stated that she tried to include all the points the Board had previously decided were the important components. Mrs. Lieb's work was well received by the members of the Board. Mrs. Matthes asked Mrs. Lieb to provide her with a copy of the draft which she did. Mrs. Matthes stated she will e-mail this as well as the new examples to everyone for comments. 2 • Board Members were provided with a list of goals for the Long Range Plan based on their recommendations from the meeting of March 16. Mrs. Matthes stated that she would like to finalize the wording on the mission statement at the May meeting. • Mrs. Matthes stated she is working on the service responses section of the long range plan and her goal is to have everything completed by August so she can obtain approval from the Board of County Commissioners and the Library Advisory Board. The document needs to be submitted to the state library in September. • Mrs. Matthes was asked if she has any information regarding the state budget. She said she has no new information. Currently there is no money in next year's proposed budget for libraries which means the state will lose $9,000,000 in federal funds. NEW BUSINESS Budget Mrs. Matthes discussed the following items regarding the 2012 budget: • Members were provided with a copy of a summary of the budget. • Under Capital Outlay there is money allotted for 2012 which is for books. In the 2011 budget there was no money allocated for books. She explained that in recent years no money has been allocated for Capital Outlay. The County's capital funds have been used to pay debt services for previous construction projects, including 3 libraries. She explained some of the details of budget preparation regarding capital funding. It is hoped that impact fees will increase in the future and the money will eventually be paid back to the general fund. • She also pointed out that the net cost to general fund is showing a negative 3% which was the budget guidance for preparation. She reported that she has cut approximately $200,000 from the budget in areas of equipment, replacement computers, supplies and a few other minor items. • Funding for temporary positions during season has been included. • It is hoped that the money allocated for books will last until this fall and then at that time she may need to use trust fund monies and past state aid money. She added that the Friends have offered to help buy books. In addition, donations have been received in the amount of $45,000 for Marco Island and another $40,000 in general donations which can be used to buy books. • During the reconciliation of the budget information for the current year it was discovered that the Library has a vacant position. She has decided to hire someone for Technical Services to perform the copy cataloging duties. We have been short two people to perform these duties and as a result the process has slowed considerably. With the addition of another employee, it should shorten the process and also allow for the purchase of more books at a faster rate. Floating Collections Mrs. Matthes stated that due to injuries we currently only have one driver. As a result, she has decided to begin floating the non - fiction collection effective immediately which has resulted in a reduction in deliveries. Mrs. Matthes reported that after the book sale, temporary workers were brought in to pack up boxes of left over books and Goodwill picked them up. It was asked if the book sale was successful. Mrs. Matthes responded that it was not as successful as it had been in the past. It brought in approximately $7,000. However, this figure was down from last year's book sale which brought in about $10,000. Mrs. Matthes 3 stated that there have been discussions on how to handle future book sales and one of the options is to have just one book sale during the winter season in addition to having individual book sales at each of the libraries. A few of the libraries have tried this and it has been reasonably successful. Mrs. Matthes commented that she has received complaints from the general public that book dealers are permitted to buy books and re -sell them at a higher price. She said that the object of the sale is to get rid of the books. The Board discussed several suggestions on how to possibly better control the sale of books to dealers. It was pointed out that having unadvertised sales at the individual libraries would probably eliminate sales of books to dealers. GENERAL CONSIDERATIONS - None DIRECTOR'S REPORT Mrs. Matthes reported on the following issues: • Circulation figures are still dropping. Circulation is down 121,302. She is attributing this to fewer books, reduction in operating hours and not as many people. She is still looking at population figures. • A graph was distributed showing work distribution relative to number of positions and operating hours for each library location. • A question was asked whether this type of information is provided for the budget presentation. Mrs. Matthes stated it could be used as back -up information to justify the budget request. • The budget request for 2012 is the same as the 2011 budget regarding number of employees and hours of operation with no reductions in either. • This year it has been requested of each department to complete a new section on goals and objectives to be submitted with the budget. • A part-time employee at Headquarters Library has given her notice and will be leaving May 31. A request to replace her has been prepared and submitted for approval. • It was observed that the circulation of downloadable books has increased considerably. This is the area that publishers are looking at and possibly controlling with limiting the number of downloads per book. • There is also the possibility that there may be a new vendor for downloading books who would be in competition with Overdrive. • Net Library is a more academic version of Overdrive which is still being used. • InterLibrary Loan usage has increased to close to the capacity that we can handle with only one employee handling this service. • Mango is a language training program and has maintained its usage • A question was raised whether a calculation had ever been done to find out the true cost of each book. Mrs. Matthes responded that had been attempted by the Productivity Committee but was unsuccessful because it is too difficult to track the work time involved. She has been checking to find a model standard used for this purpose but has not yet found anything. REPORT OF THE FRIENDS Mrs. Grieve reported on the following items: There are fewer meetings during the summer season. The Red, White and Roulette will again be held in early November at the Naples Beach Club. Board members will be asked to devote more time to organizational projects rather than using staff. 4 She had nothing to report on the new desk for Vanderbilt Branch or the fountain renovation. The Nick Linn lecture series is completed and was very successful. Planning for next year's series is being done. Mrs. Matthes stated that the Friends have voted to donate $5,000 plus $4,000 that was raised for the new desk at the Vanderbuilt Branch. The remainder of the cost will be taken from the State Aid to Libraries budget. Regarding the fountain renovation, Mrs. Matthes stated she is hoping to work directly with the landscaper and brick layer to make repairs in order to save money by not hiring a general contractor. After this work is completed, she will go forward with the moving of the existing fountain and installation of a new fountain in the courtyard. At this time, plans are not yet finalized as to what should be done about the fountain. I:\ 1310111 ZONJ 1 There being no further business to come before the Library Advisory Board, Mrs. Grieve moved to adjourn, seconded by Mrs. Lieb and carried unanimously the meeting was adjourned at 11:23 a.m. Approved by: ` C Doris I Lewis Chair, Library Advisory Board